Practice Business Manager

St Paul’s Medical Centre

Information:

This job is now closed

Job summary

Due to the retirement of our long standing Practice Business Manager we are looking to attract a confident and decisive leader to provide strategic and financial management for the practice in order to ensure practice resilience, development, quality, efficiency and profitability in line with our ethos of We care for you: we care about you.

The post is for 37.5 hours per week over 5 days. Salary will commensurate with knowledge, skills and experience. NHS Pension Scheme offered.

Main duties of the job

Essentially the candidate needs to have significant managerial experience preferably within primary care and a management qualification such as AMSPAR is preferred. Excellent planning and organisational skills are essential along will financial management skills.

The role will be working alongside the Practice Manager ensuring the practice is compliant in relation to its NHS and Statutory Obligations, including developing new practice procedures and protocols as required. We are high achieving in relation to delivering our contractual requirements and enhanced services.

About us

St Pauls Medical Centre is a busy GP practice situated in the North Shore area of Blackpool serving a population of 11,400 patients. We have 7 partners, an excellent nursing team comprising of Nurse Practitioner, Practice Nurses, Pharmacist and Health Care Assistants offering a high standard of care to our patients and we are therefore seeking to attract a likeminded individual.

Date posted

15 May 2020

Pay scheme

Other

Salary

Depending on experience

Contract

Permanent

Working pattern

Full-time

Reference number

A2042-20-2340

Job locations

Dickson Road

Blackpool

FY1 2HH


Job description

Job responsibilities

KRA1: Strategy, Legal & Partnership

1.1Collect and collate data and information from a variety of internal and external sources in order to advise partners and inform decision-making in respect of future years aims and objectives for the practice in line with the Development Planning & Quality Improvement Policy.

1.2Arrange, organise, contribute to and write up an annual away day for GP partners as an integral element of the development planning process

1.3Write the annual practice business development plan with the associated action plans and monitoring document and present to partners for approval. Report on progress towards achieving the development plan aims and objectives, along with recommendations for changes to the plan to partners on a quarterly basis.

1.4Advise partners on any legislation changes or situations affecting the local community or healthcare economy that could provide opportunities or threats to the practice.

1.5Attend monthly Practice Manager Forum meetings and quarterly CCG Link meetings and feed-back relevant information to partners.

1.6Undertake the processes required when GP partners join or leave the practice in respect of contracts with the Local Area Team, PCSE, accountants and others.

1.7Ensure contracts with the CCG, ICS, LAT and Council are checked, signed and returned as required.

1.8Submit annual estimates of pensionable profits, annual returns and other data required to PCSE in liaison with the practice accountant

1.9Liaise with the practice solicitor in regard to the Partnership Deed and any other legal matters pertaining to the practice.

1.10Schedule monthly partners meetings and prepare/upload reports including Finance, Patient Services (check and add to report drafted by Patient Services Lead) and SLP (Strategic, Legal & Partnership). HR and Estate/IT reports are prepared by the Practice Manager but should be prepared by the Business Manager in her absence. Take minutes from the partners meeting and forward to partners and the Practice Manager within 2 working days.

KRA2: Finance & Targets

2.1Undertake all book-keeping, banking and accounting for the practice in line with the Financial Accountability Policy and in liaison with the practice accountants.

2.2Prepare monthly cash flow reports for partners meetings including reserves and recommendations for drawings and profit disbursements.

2.3Pay all invoices on a timely basis and ensure value for money is achieved.

2.4Oversee the process for medical reporting (including preparing reports where appropriate) and ensure all fees are received and accounted for.

2.5Conduct a regular check of fees due for cremation forms and chase up missing or late payments

2.6Prepare annual recharge invoices for share of overheads (Well pharmacy) and foyer phone (Blacktax) and ensure payment is received

2.7Recalculate price list for private services on an annual basis.

2.8Review and arrange contracts with providers and suppliers to ensure value for money, e.g. gas, electricity, telephone, clinical supplies, locum insurance, contents insurance etc

2.9Ensure profits from QOF, enhanced services, Healthy Fylde Coast, Blackpool Council services and other sources are maximised through the operation of efficient recalls processes, record-keeping, remedial work and claims management including EMIS, CQRS and Outcomes4Health. Report on progress against targets on a quarterly basis to the Activity & Targets meeting.

2.10Oversee the stock ordering, control and claims processes for vaccines, drugs and appliances

2.11Claim reimbursements for locums (LAT and/or MIAB) and/or losses against contents insurance where applicable

2.12Conduct the 3 yearly notional rent and landlord (Assura) rent reviews

2.13Apply for grants and submit claims for reimbursement of business rates, water rates, CQC subscriptions, parking fees and other reimbursable expenses on a timely basis

2.14Monitor patient list size and devise ways to increase this. Oversee the registrations process.

2.15Complete all tasks associated with monthly and year-end staff payroll and pensions contributions including 3 yearly automatic enrolment process, starters and leavers, cost of living rises, bonuses, etc and advise on pay rates for recruitment and promotion

KRA3: Network

3.1Attend and contribute to Network Strategic and Operational meetings, and report back to partners.

3.2Provide financial governance by checking monthly financial statements provided by the lead practice.

3.3Submit invoices for meeting attendances and other reimbursable work

3.4Take an active part in ensuring the Network achieves its objectives and the requirements of the Network DES including leading on at least one QI project

3.5Contribute to the recruitment, selection, induction and mentoring of appropriate Network staff.

KRA4: Quality

4.1Oversee the complaints process and actively investigate and respond to complaints in the absence of the Patient Services Lead. Advise partners and the Patient Services lead on how to manage complaints and proof read replies before they are sent. Liaise with MDDUS, NHS Resolutions and the NHS Ombudsman where necessary. Assist in completion of the annual KOLb return.

4.2Deal with difficult patients to support staff; authorise zero-tolerance letters and patient removals. Support the Patient Services lead in dealing with significant events.

4.3Oversee care co-ordination, frailty and end of life and bereavement processes for the practice, including regular audit.

4.4Advise on coding, medical record structure and workflow.

4.5Collate FFT results and report monthly on CQRS.

4.6Undertake clinical and non-clinical audit.

4.7Report incidents on Ulysses on behalf of partners and others

4.8Oversee the practice safeguarding processes and support the safeguarding team.

4.9Ensure compliance with CQC requirements and prepare the practice team for inspections.

KRA5: Community engagement

5.1Attend Claremont Steering Group and Health sub-group meetings and produce reports as required

5.2Build and maintain links with local voluntary groups and third sector services e.g. BRIC, Claremont First Step, Claremont Community Centre etc

5.3Organise practice involvement in local community events e.g. Claremont Gala, Westminster School Open Day, etc

5.4Schedule, lead and minute quarterly PRG (Patient Reference Group) meetings and encourage patient participation in the group.

5.5Add/share notices to SPMC website, SPMC Facebook page and Central West Network Facebook page

5.6Oversee all patient information processes

5.7Take part in locality based groups such as Flu Locality Group in order to contribute to local processes to the benefit of the practice and patients.

KRA6: Miscellaneous

6.1Take part in the appeals process in respect of the disciplinary and grievance procedure

6.2Cover key elements of the Practice Managers role in her absence

6.3Lead regular meetings not specified above e.g. staff briefings, leads meeting, marketing group, registrations team, etc

6.4Take part in regular meetings not already specified i.e. significant events, prescribing, etc

6.5Manage the process for PGDs

6.6Manage the process for CD alerts

6.7Assist GPs where possible with processes such as coroner referrals, medical reports, DS1500s

6.8Complete EMIS tasks and DOCMAN workflow in a timely manner

6.9Review and update relevant practice policies and SOPs on a regular basis.

6.10Keep own knowledge and skills up-to-date

6.11Take part in the practice appraisals process

6.12Any other duties consistent with the role of Practice Business Manager as required by the partners.

Job description

Job responsibilities

KRA1: Strategy, Legal & Partnership

1.1Collect and collate data and information from a variety of internal and external sources in order to advise partners and inform decision-making in respect of future years aims and objectives for the practice in line with the Development Planning & Quality Improvement Policy.

1.2Arrange, organise, contribute to and write up an annual away day for GP partners as an integral element of the development planning process

1.3Write the annual practice business development plan with the associated action plans and monitoring document and present to partners for approval. Report on progress towards achieving the development plan aims and objectives, along with recommendations for changes to the plan to partners on a quarterly basis.

1.4Advise partners on any legislation changes or situations affecting the local community or healthcare economy that could provide opportunities or threats to the practice.

1.5Attend monthly Practice Manager Forum meetings and quarterly CCG Link meetings and feed-back relevant information to partners.

1.6Undertake the processes required when GP partners join or leave the practice in respect of contracts with the Local Area Team, PCSE, accountants and others.

1.7Ensure contracts with the CCG, ICS, LAT and Council are checked, signed and returned as required.

1.8Submit annual estimates of pensionable profits, annual returns and other data required to PCSE in liaison with the practice accountant

1.9Liaise with the practice solicitor in regard to the Partnership Deed and any other legal matters pertaining to the practice.

1.10Schedule monthly partners meetings and prepare/upload reports including Finance, Patient Services (check and add to report drafted by Patient Services Lead) and SLP (Strategic, Legal & Partnership). HR and Estate/IT reports are prepared by the Practice Manager but should be prepared by the Business Manager in her absence. Take minutes from the partners meeting and forward to partners and the Practice Manager within 2 working days.

KRA2: Finance & Targets

2.1Undertake all book-keeping, banking and accounting for the practice in line with the Financial Accountability Policy and in liaison with the practice accountants.

2.2Prepare monthly cash flow reports for partners meetings including reserves and recommendations for drawings and profit disbursements.

2.3Pay all invoices on a timely basis and ensure value for money is achieved.

2.4Oversee the process for medical reporting (including preparing reports where appropriate) and ensure all fees are received and accounted for.

2.5Conduct a regular check of fees due for cremation forms and chase up missing or late payments

2.6Prepare annual recharge invoices for share of overheads (Well pharmacy) and foyer phone (Blacktax) and ensure payment is received

2.7Recalculate price list for private services on an annual basis.

2.8Review and arrange contracts with providers and suppliers to ensure value for money, e.g. gas, electricity, telephone, clinical supplies, locum insurance, contents insurance etc

2.9Ensure profits from QOF, enhanced services, Healthy Fylde Coast, Blackpool Council services and other sources are maximised through the operation of efficient recalls processes, record-keeping, remedial work and claims management including EMIS, CQRS and Outcomes4Health. Report on progress against targets on a quarterly basis to the Activity & Targets meeting.

2.10Oversee the stock ordering, control and claims processes for vaccines, drugs and appliances

2.11Claim reimbursements for locums (LAT and/or MIAB) and/or losses against contents insurance where applicable

2.12Conduct the 3 yearly notional rent and landlord (Assura) rent reviews

2.13Apply for grants and submit claims for reimbursement of business rates, water rates, CQC subscriptions, parking fees and other reimbursable expenses on a timely basis

2.14Monitor patient list size and devise ways to increase this. Oversee the registrations process.

2.15Complete all tasks associated with monthly and year-end staff payroll and pensions contributions including 3 yearly automatic enrolment process, starters and leavers, cost of living rises, bonuses, etc and advise on pay rates for recruitment and promotion

KRA3: Network

3.1Attend and contribute to Network Strategic and Operational meetings, and report back to partners.

3.2Provide financial governance by checking monthly financial statements provided by the lead practice.

3.3Submit invoices for meeting attendances and other reimbursable work

3.4Take an active part in ensuring the Network achieves its objectives and the requirements of the Network DES including leading on at least one QI project

3.5Contribute to the recruitment, selection, induction and mentoring of appropriate Network staff.

KRA4: Quality

4.1Oversee the complaints process and actively investigate and respond to complaints in the absence of the Patient Services Lead. Advise partners and the Patient Services lead on how to manage complaints and proof read replies before they are sent. Liaise with MDDUS, NHS Resolutions and the NHS Ombudsman where necessary. Assist in completion of the annual KOLb return.

4.2Deal with difficult patients to support staff; authorise zero-tolerance letters and patient removals. Support the Patient Services lead in dealing with significant events.

4.3Oversee care co-ordination, frailty and end of life and bereavement processes for the practice, including regular audit.

4.4Advise on coding, medical record structure and workflow.

4.5Collate FFT results and report monthly on CQRS.

4.6Undertake clinical and non-clinical audit.

4.7Report incidents on Ulysses on behalf of partners and others

4.8Oversee the practice safeguarding processes and support the safeguarding team.

4.9Ensure compliance with CQC requirements and prepare the practice team for inspections.

KRA5: Community engagement

5.1Attend Claremont Steering Group and Health sub-group meetings and produce reports as required

5.2Build and maintain links with local voluntary groups and third sector services e.g. BRIC, Claremont First Step, Claremont Community Centre etc

5.3Organise practice involvement in local community events e.g. Claremont Gala, Westminster School Open Day, etc

5.4Schedule, lead and minute quarterly PRG (Patient Reference Group) meetings and encourage patient participation in the group.

5.5Add/share notices to SPMC website, SPMC Facebook page and Central West Network Facebook page

5.6Oversee all patient information processes

5.7Take part in locality based groups such as Flu Locality Group in order to contribute to local processes to the benefit of the practice and patients.

KRA6: Miscellaneous

6.1Take part in the appeals process in respect of the disciplinary and grievance procedure

6.2Cover key elements of the Practice Managers role in her absence

6.3Lead regular meetings not specified above e.g. staff briefings, leads meeting, marketing group, registrations team, etc

6.4Take part in regular meetings not already specified i.e. significant events, prescribing, etc

6.5Manage the process for PGDs

6.6Manage the process for CD alerts

6.7Assist GPs where possible with processes such as coroner referrals, medical reports, DS1500s

6.8Complete EMIS tasks and DOCMAN workflow in a timely manner

6.9Review and update relevant practice policies and SOPs on a regular basis.

6.10Keep own knowledge and skills up-to-date

6.11Take part in the practice appraisals process

6.12Any other duties consistent with the role of Practice Business Manager as required by the partners.

Person Specification

Qualifications

Essential

  • Management qualification for example AMSPAR The Level 5 Diploma in Primary Care and Health Management

Experience

Essential

  • Managerial experience
  • Excellent planning and organisational skills along with financial management skills

Desirable

  • Managerial experience of working in Primary Care
Person Specification

Qualifications

Essential

  • Management qualification for example AMSPAR The Level 5 Diploma in Primary Care and Health Management

Experience

Essential

  • Managerial experience
  • Excellent planning and organisational skills along with financial management skills

Desirable

  • Managerial experience of working in Primary Care

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer details

Employer name

St Paul’s Medical Centre

Address

Dickson Road

Blackpool

FY1 2HH


Employer's website

https://www.stpaulspcc.co.uk/ (Opens in a new tab)


Employer details

Employer name

St Paul’s Medical Centre

Address

Dickson Road

Blackpool

FY1 2HH


Employer's website

https://www.stpaulspcc.co.uk/ (Opens in a new tab)


For questions about the job, contact:

Practice Manager

Julie Holford

julie.holford@nhs.net

01253623896

Date posted

15 May 2020

Pay scheme

Other

Salary

Depending on experience

Contract

Permanent

Working pattern

Full-time

Reference number

A2042-20-2340

Job locations

Dickson Road

Blackpool

FY1 2HH


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